Required Before You Travel
1. You must complete an online Spend Authorization Form for all travel.
Your Spend Authorization Form must be completed online before your travel occurs.
- Complete your online Spend Authorization form in Workday with the following steps:
- To log into Workday directly, please use the following link: https://myworkday.wisconsin.edu/. If you have any issues logging into Workday, please contact GetHelpUW to receive assistance.
- Click on the “Personal” and select “Expenses Hub”.
- Under Tasks click on “Create Spend Authorization”.
- Complete the Spend Authorization Form thoroughly by entering the following information:
- Company (The Company should auto populate)
- Start Date (First date of travel)
- End Date (Last date of travel)
- Description (Enter the name of your conference event)
- Business Purpose (Select “Student Travel”)
- Justification (Enter the name, dates, and location of your conference)
- You are required to upload the following documents as attachments to your Spend Authorization form:
- Graduate School Travel Award Letter
- Proof of Presenting
- If available, conference registration receipt or information, airfare and lodging receipts or information.
- Click on “Spend Authorization Lines” to enter of your expected travel expenses individually:
- Enter each of your expected travel expenses individual by clicking the “+Add” button under Spend Authorization Lines
- Select the following Program, Cost Center, Fund, and Function below:
- Program (PG000008886 UWMIL | GRAD | Travel Awards Operations)
- Cost Center (CC003754 UWMIL | GSOR | Travel Awards)
- Fund (FDO131 Academic Student Fees)
- Function (FN0000 Student Services)
- Click on “Attachments” to upload your following required attachments:
You may “Select files” or “Drag and Drop files” to upload your required attachments.- Travel Award Letter
- Post of Presenting
- Conference Registration Receipt
Once you have completed your Spend Authorization form, click the blue “Submit” button to submit form into workflow.
2. Please review the TravelWise Traveler’s Reference Guide.
The information provided in this document is a summary of the Universities of Wisconsin travel policy and processes. You will need to retain and upload travel receipts (over $50.00) to your expense report as attachments upon your return from your travels.
Note that some information may not apply due to graduate student travel and not employee travel.
In addition to keeping all travel receipts during your trip, also retain your conference agenda/schedule/program, and email notification of poster acceptance.
3. Airfare must be booked via Concur Single Sign-On, a UW designated travel agency. Third party site bookings such as Expedia, Kayak, and Hotwire are prohibited.
PLEASE NOTE:
Booking through third party vendors is NOT allowed and will not be eligible for reimbursement.
IMPORTANT: Airline tickets are issued in the legal name from your Workday employee profile.
Please ensure that your Workday employee profile is the same name as your government issued
ID,(Driver’s License or Passport,) you will use to travel. Reference UW TravelWise for more information.
Graduate student travel arrangements cannot be made with or by Fox World Travel without a submitted UW Milwaukee Travel Request Form by the Graduate Student Travel Coordinator.
If you are an employee, you may book your travel arrangements via Concur Single Sign-On.
If you’re not an employee, after you receive your approved travel award letter, you will receive a UW Milwaukee Travel Request email notification from Fox World Travel to assist you with booking your airfare arrangements.
Please keep a copy of your airfare itinerary listing full payment of your flight. You will be required to upload your airfare receipt showing full payment as an attachment to your expense report after travel has occurred.
Amtrak (Train) or Greyhound (Bus) Travel
- Prepare a cost comparison between train/bus fare and airfare. The train/bus fare must be less than the airfare to the destination.
- Call the Fox World Travel, at 608-710-4172 or 844-630-3853 or Email: uwtravel@foxworldtravel.com to request an airfare estimate. This estimate must be uploaded as an attachment to your Expense Report.
- Purchase tickets for Amtrak (train) or Greyhound (bus) directly from their websites or at their ticket counters
4. Lodging must be booked via Concur Single Sign-On, a UW designated travel agency, directly with the hotel, or through the conference service or site for external conference bookings. Third party site bookings such as Expedia, Kayak, and Hotwire are prohibited.
It is highly recommended that you book your lodging through Concur due to the agency being able to assist you in case of cancellations or delays.
PLEASE NOTE:
While UW System lodging policy now allows for usage of AirBNB and full prepayment on lodging, you may NOT use VRBO, Home Away, or third-party vendors or websites such as Orbitz, Expedia, Kayak, or Hotwire to book flights or lodging. As stated in UW System policy, you will not be reimbursed if you fail to adhere to this policy.
Graduate student travel arrangements cannot be made with or by Fox World Travel without a submitted UW Milwaukee Travel Request Form by the Graduate Student Travel Coordinator.
If you are an employee, you may book your lodging arrangements via Concur Single Sign-On.
If you’re not an employee, after you receive your approved travel award letter, you will receive a UW Milwaukee Travel Request email notification from Fox World Travel to assist you with booking your lodging arrangements.
If you choose to stay in a hotel that is more expensive than the maximum lodging rate, you will only be reimbursed for the maximum lodging rate, unless it is the conference recommended site.
5. Utilize the Lodging and Meal Per Diem Calculator tool before travel occurs:
Travelers should utilize the per diem calculator to determine their meal & incidental allowance prior to travel.
The UW Per Diem calculator is used to calculate lodging and meal per diem rates, which are based on the location to which you will be traveling. Please note that utilization of the calculator will provide you with your daily allowance for meals and lodging during your travels that are reimbursable.
6. Driving (Request for reimbursement for car rental or personal vehicle mileage)
A traveler may opt to drive versus fly if traveling 1,000 miles round trip or less. If traveling over 1,000 miles round trip, a valid cost comparison must be attached to the Expense Report. Personal Vehicle Use.
The cost of driving must be less than the cost of commercial airfare, including necessary costs of lodging, meals, and other incidentals that may be associated with automobile travel.
All individuals who need to drive for work including: conferences, professional development opportunities, and state committee work, need to complete a Vehicle Use Agreement (Driver Authorization).
- You must complete the Vehicle Use Agreement (Driver Authorization) online form before travel occurs.
- You must receive approval before rental car use and in order to be reimbursed.
Please complete your Vehicle Use Agreement (Driver Authorization) via the online https://fleetportal.wi.gov/
If it’s not completed, you will be ineligible for mileage reimbursement on your trips. Once completed, this authorization is good for one year for students expiring July 1st of every year and five years for employees.
The UWs require the use of contracted suppliers when renting a vehicle. Contracted suppliers are Enterprise/National and Hertz. Renters may use either contract and are responsible for ensuring the UW contracts are applied at the time of rental.
Bookings must be made via Concur, a designated travel agency, or directly with the vendor.
The UW bases mileage reimbursement rates on the current IRS rate structure.
- All drivers must be authorized to get any kind of reimbursement for any expenses related to driving (mileage, gas, car rental, etc.).
- Mileage expenses can be shared, but it should only be claimed by the person driving the vehicle. The mileage reimbursement rate is intended for gas. When two or more persons traveling on Universities of Wisconsin business share transportation in a personal vehicle, only the driver may claim reimbursement for mileage.
UPON YOUR RETURN FROM YOUR TRAVELS:
1. You must complete an Expense Report in Workday to request reimbursement for your travel expenses per your travel award amount.
NOTE:
You are not allowed to submit an expense report in the Workday to request reimbursement until after travel has occurred.
2. Complete your Expense Report in Workday with the following steps:
- To log into Workday directly, please use the following link: https://myworkday.wisconsin.edu/.
If you have any issues logging into Workday, please contact GetHelpUW to receive assistance.- Click on “Personal” and select “Expenses Hub”.
- Under Tasks click on “Create Expense Report”.
- Enter your conference name, dates, and location in the Memo box.
- Select “Student Travel” in the Business Purpose drop down box.
- Select the following Program, Cost Center, Fund, and Function below:
- Program (PG000008886 UWMIL | GRAD | Travel Awards Operations
- Cost Center (CC003754 UWMIL | GSOR | Travel Awards
- Fund (FDO131 Academic Student Fees
- Function (FN0000 Student Services)
- Click “Ok”.
- Click “Expense Lines” to add individual expense lines. Enter an individual expense line for each travel expense.
- Click the “Attachments” to upload your travel expense receipts.
- Upload all of your travel expenses receipts over the amount of $50.00 and documents which include the following:
- Your travel award letter received from the Graduate School
- Conference agenda or full schedule of conference program
- Confirmation email accepting your poster
- Registration receipt
- Airfare itinerary showing full payment
- Lodging receipt
- Transportation receipts
- Click the “Submit” button when complete to submit expense report into workflow.
NOTE: You must submit your expense report in Workday 90 days post travel (from the last day of travel).
If your expense report is sent back to your attention requesting revisions, you have an additional 90 days to make revisions and resubmit. If you delay in submitting the documents and expense report, you may forfeit the award and the funds will be allocated to another student.
If you experience any issues in completing or submitting your expense report in Workday, contact Tiffany Nation, Graduate Student Travel Coordinator at tmnation@uwm.edu for assistance.
